Workforce Systems Shared Services Manager

Federations & Major Events
United Kingdom
Full Time
Competitive
24 / 01

Responsible for supporting the systems processing and maintenance of all Workforce; Paid Staff, Volunteers and Contractors within the Workforce Management System through the journey to Games Time. This role will also support the development of the Workforce Management System identifying business processes for all stages. This role plays a pivotal part in each step of the Workforce Journey including assignments, offers, invites to training and the scheduling and rostering of the Games Workforce; with over 45,000 Workforce.

Full description

Responsible for supporting the systems processing and maintenance of all Workforce; Paid Staff, Volunteers and Contractors within the Workforce Management System through the journey to Games Time. This role will also support the development of the Workforce Management System identifying business processes for all stages. This role plays a pivotal part in each step of the Workforce Journey including assignments, offers, invites to training and the scheduling and rostering of the Games Workforce; with over 45,000 Workforce.

Key Responsibilities

  • Work closely with the Volunteer, Training, Uniforms and Workforce Planning and Operations teams to determine policies, procedures, timeframes, and gather information necessary for the dissemination of Games offers and invitations.
  • Work closely with Workforce Systems to scope, test and implement all phases in the Workforce Journey, assignments, offers, invites, scheduling and rostering and more.
  • Develop procedures and guidelines for Volunteer Assignments into Games Time roles.
  • Work with all Functional Areas to develop pre-assignments matrix to match Volunteers to Games Time positions.
  • Set up invites to training, uniform and accreditation collection with scheduled reminders and monitor uptake.
  • Develop procedures and guidelines for the Scheduling & Rostering of Volunteers and Paid Staff to Games Time roles.
  • To streamline all workforce processes in an efficient manner, to deliver an exceptional experience for the workforce member (particularly the volunteer workforce) and provide accurate MI for all departments.
  • Provide tools, templates, training, support and advice to Functional Areas to assist managing the Assignments and Scheduling & Rostering of Volunteers and Paid Staff at Games Time.
  • Leverage strong relationships with Functional Areas to ensure Scheduling & Rostering meets all milestones.
  • Operate a 'Scheduling Hub" to provide training and support to Functional Areas.
  • Quality control, testing and maintenance of information in the Assignments and Scheduling system, supervising and completing data entry.
  • Identify and raise system issues/ problems, liaising with Technology to ensure resolution.
  • Publish Rosters to Games Workforce, sending out notifications.
  • Overseeing and providing support to Workforce Services Coordinators, including training, coaching and development.
  • Management of high volumes of data, developing reporting dashboards.
  • Coordinate all data input into the Workforce Management System as required.
  • Act as a central point of contact for the Contact Centre, ensuring all staff are training and educated on working procedures.
  • Ensure integrity of the database at all times.

Skills & Experience Required


Essential

  • Understanding of motivators and triggers that affect event workforce performance.
  • Competent working with key stakeholders to deliver an integrated project on a national scale.
  • Proficient in working within cross-functional teams to develop, implement and manage systems and infrastructure.
  • Identifies target groups and the appropriate methods for engaging and communicating with them.
  • Develops strong relationships with key stakeholders understanding their priorities and negotiating to ensure effective delivery.
  • Excels in coordinating and delivering projects and operational priorities to quality and against tight deadlines.
  • Able to negotiate, engage and influence others and foster beneficial working relationships.
  • Large-scale event experience preferred.

Desirable

  • Experience scoping Workforce Management Systems.
  • Experience in developing processes to ensure efficiencies.
  • Experience in rostering a large workforce preferred.
  • Higher educational qualifications in HR, Workforce systems or related disciplines.


This position is subject to a Basic criminal record check from the Disclosure and Barring Service.

Birmingham 2022 is an equal opportunities organisation and Disability Confident employer and we encourage applications from all backgrounds and communities. We are working towards achieving Leaders in Diversity through the National Centre for Diversity. The principles "FREDIE" (Fairness - Respect - Equality - Diversity - Inclusion and Engagement) support our aim of delivering a truly inclusive and accessible games.

As part of our commitment as a Disability Confident employer, we offer a guaranteed interview to anyone with a disability whose application meets the minimum criteria for the post. If you wish for your application to be considered under the Disability Confident scheme, please submit a completed form with your application, which can be found on the Birmingham 2022 jobs site under the current vacancies drop down.

To apply for this role please follow the link and complete the application attaching a single document containing your CV and Covering Letter. Please also submit your disability confident/ reasonable adjustments form (if required).

On occasions where we receive a large number of applications, we may close the advert ahead of the publicised closing date. We would therefore advise that you submit your completed application as soon as possible.

We take your data privacy seriously. Before sending your application please review our applicant privacy notice which explains how we use your personal data. This can be found on the Birmingham 2022 jobs site under the current vacancies drop down.

Gi Group Holdings Recruitment Limited group of companies includes Gi Recruitment Limited, Draefern Limited, Gi Group Recruitment Ltd, INTOO (UK) Limited, Marks Sattin (UK) Limited, TACK TMI UK Limited and Grafton Professional Staffing Limited. We are committed to protecting the privacy of all of our candidates and clients. Following some recent changes to data protection laws we have updated our Privacy Policy. To view a copy and to help you understand how we collect, use and process your personal data please visit the Privacy page on our Gi Group UK website.

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